Sales Conference Planning Checklist

A sales conference needs more than a confirmed venue and a polished agenda. You must coordinate speakers, registrations, dietary requirements, transport details, presentations, room setup and catering in the right order. Start by fixing the date and program, then work toward attendee information and speaker materials. In the final week, print badges and programs, check deliveries, test presentation equipment and prepare drinks and tableware so registration can begin without delays.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Reserve venue
Book catering
Confirm speakers
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect transport information
Send parking information
Finalize the program
2 people
Collect presentations
Check presentations
2 people
Design name badges
Print name badges
2 people
Print programs
2 people
Prepare evaluation forms
Export the participant list
Sort badges alphabetically
2 people
Copy presentation materials
Confirm deliveries
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Check Catering Supplies
2 people
Test the equipment
2 people
Load presentations onto laptop
Print the run sheet
Prepare team briefing

Event

Open venue
2 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the stage area
2 people
Set up projector and screen
2 people
Connect sound equipment
2 people
Retest the equipment
2 people
Lay out name badges
2 people
Set up coffee station
2 people
Set up the reception table
2 people
Receive participants
4 people
Register attendance
3 people
Hand out badges
2 people
Hand out programs
2 people
Guide the opening presentation
2 people
Guide speakers
2 people
Present presentations
Moderate the Q&A
Set up coffee break
3 people
Serve coffee and snacks
4 people
Refill drinks
2 people
Set up buffet
4 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Clear tables
3 people
Facilitate the networking session
2 people
Distribute evaluation forms
2 people
Moderate closing presentation
2 people
Guide participants at departure
3 people

Aftercare

Collect materials
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Dismantle technical equipment
2 people
Remove empty packaging
2 people
Return rental items
2 people
Send thank-you emails
Follow up on presentations
Process evaluations
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 110
Congress tablesqty 15
Registration tablesqty 2
Speaker table
Coat racksqty 2
Buffet tablesqty 4
Table linenqty 15

Equipment

Projector
Projection screen
Laptopsqty 2
Presentation clickersqty 2
Wireless microphonesqty 2
Speakersqty 2
Audio mixer
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 4
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 10
Food containersqty 12
Thermos flasksqty 4

Decorations

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Program leafletsqty 120
Table numbersqty 15
Directional signsqty 8
Welcome sign
Standing Table Signsqty 10
Pen holdersqty 10

Catering

Napkinsqty 300
Coffee spoonsqty 120
Waste binsqty 8
Drink dispensersqty 4
Water jugsqty 12
Groceries

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED light stringsqty 4
Standing lampsqty 4

Tips

Set the date, program and venue before opening registration. Allow at least 6–8 weeks for invitations, responses, catering numbers and speaker coordination.
Close registration and dietary requests several days before the conference. Use the final participant list to arrange badges alphabetically and give the caterer an accurate headcount.
Collect every presentation before the final program is printed. Check the files on the event laptop and test the projector, screen, microphones, clickers, HDMI adapters and cables before guests arrive.
Confirm transport and parking information no later than one week before the event. Send the details with the final program so attendees are not searching for directions on the morning of the conference.
Complete shopping and delivery checks the day before. Chill drinks, check coffee equipment, glasses, plates, cutlery, serving spoons, power strips, extension cords and cable mats before setting up the room.

Frequently asked questions

How far in advance should I start planning a sales conference?: Start at least 6–8 weeks before the conference. That gives you time to reserve the venue, confirm speakers, send invitations, process registrations and finalize catering numbers.
When should I send sales conference invitations?: Send invitations as soon as the date, venue and preliminary program are confirmed, ideally 4–6 weeks before the event. Keep registration open long enough to collect dietary and transport information.
When should presentations be finalized for a sales conference?: Set a speaker deadline 5–7 days before the conference. Check every presentation on the actual laptop and projector before the event, then copy backup files to USB sticks.
What should I check the day before a sales conference?: Check deliveries, shopping, catering supplies and room furniture the day before. Chill drinks and confirm chairs, tables, registration equipment, microphones, cables, name badges and printed programs are ready.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.